Job Offer Email Templates

Congratulations! You’ve reached a pivotal moment in your hiring journey – the job offer stage. You’ve already received a positive response from your ideal candidate, but now it’s time to seal the deal in writing.

Crafting the perfect job offer email is crucial, as it sets the tone for your future working relationship. Our meticulously designed job offer email templates ensure that every detail of the job, from the what and who to the when, where, and how – is clearly communicated.

Attracting and retaining top talent requires a smooth onboarding process, and that begins with an outstanding job offer email. Whether you’re a seasoned recruiter or hiring your first employee, our templates will elevate your offer email, leaving a lasting impression and guaranteeing a joyful acceptance of your offer.

What are the Compelling Reasons for Sending Job Offer Emails to Candidates?

What’s more, job offer email templates are designed to make extending an offer hassle-free. They include all the important details like job title, description, compensation, benefits, and more. These emails serve as formal invitations to join your team, whether it’s a full-time, part-time, or internal position.

Timing is key. Once a candidate accepts the offer over the phone, follow up with an email offer promptly to solidify the commitment.

Check out these engaging and irresistible job offer email templates to get the best talent on board effortlessly!

Standard Job Offer Email

This exemplary job offer email is meticulously crafted to extend a formal job position to our carefully selected candidates, ensuring they receive all essential details about compensation, benefits, and the anticipated start date.

Why Does It Matter?

The standard job offer email is a crucial communication tool used to finalize the hiring process and secure the candidate’s acceptance. This pivotal email sets the stage for the company’s professionalism and showcases their excitement about the candidate joining the team.

When to Send it?

This email should be sent immediately after selecting the candidate for the position and after conducting any necessary negotiations.

What to Include?

• Company name and candidate’s name
• Job title and starting date
• Overview of compensation, benefits, and terms
• Detailed offer letter
• The deadline for accepting the offer 

The template: 

Subject line: [Company_Name] Job Offer / Job Offer from [Company_Name]

Dear [Candidate_Name],

Congratulations!

I am pleased to extend the following offer of employment to you on behalf of [Company_Name]. You have been selected as the best candidate for the [Job_Title] position. 

We believe that your skills and experience would make a great fit for our company. 

Please find attached the offer letter with more details about your compensation, benefits, and terms and conditions. 

Your expected starting date is [Date]. 

Please confirm your acceptance of this offer by signing and returning this letter by [offer expiration date].

We are excited to have you join our team! If you have any questions, please feel free to reach out to me at any time.

Sincerely,

[Your name]

[Signature]

Part-time to Full-time Offer Email

This job offer email template is sent to modify an employee’s position from part-time to full-time. Employees should accept to take on a full-time position before you send them this email. 

Why Does It Matter?

The part-time to full-time offer email is crucially important as it signifies an advancement in the employee’s career within the company. It acknowledges the employee’s contribution and commitment to the company, boosting their motivation and loyalty.

When to Send It?

This email should be sent after the employee has agreed to transition from part-time to full-time and a full-time position is available that aligns with the employee’s qualifications.

What to Include?

• Employee’s name
• New job title, reporting department, and starting date
• Working hours and break schedule
• Annual and monthly salary
• Full-time benefits package
• Bonus details (if applicable)

The template: 

This email is sent to modify an employee’s position from part-time to full-time. Employees should accept to take on a full-time position verbally before you send them this email. 

Subject line: [Company_Name] Full-Time Job Offer!

Dear [Employee’s name],

Hope you’re doing great!

We are excited to announce that we want to formally offer to extend your employment status from part-time to full-time as of [Date].

Please find the terms and conditions of your new employment contract: 

• Position: You will be working as a [Job_Title] and reporting to the [e.g., Marketing, Sales, Human Resources] department’s [supervisor, manager, director.]
• Working hours: [Specify the working hours and time allocated for their break.]
• Compensation: [Specify the annual and monthly salary]
• Bonus: [If applicable, mention any bonus options that are part of this offer.]
• Benefits: As a full-time employee, you will be eligible for the benefits that [Company_Name] offers. Which include: 
  • Private health insurance [or any other specific plan your company has to offer]
  • [X days] of paid vacation leave per year
  • Online courses, educational materials, and expenses [Or other resources that your company has to offer]

To accept, please sign this full-time offer letter in the attachment below and email it back to us by [date].

Feel free to contact me or your manager if you have any questions!

Sincerely,

[Your name]
[Signature]

Short-term contract email 

This email template for a job offer is sent to the candidates you want to offer a temporary short-term position at your company. This email template can be tailored to your preferences and can include specifications that pertain to your company. 

Why Does It Matter?

The short-term contract offer email is vital for engaging candidates in temporary positions. It presents the terms of the temporary role and provides an opportunity for talented individuals to contribute to the company on a project basis.

When to Send It?

This job offer email should be sent after conducting interviews and selecting a candidate for the short-term position.

What to Include?

• Candidate’s name
• Job title, start date, and end date
• Work schedule and responsibilities
• Monthly gross salary
• Paid vacation leave per month
• Additional benefits (if applicable)

The template: 

Subject line: [Company_Name] Short-term Contract Job Offer

Hi [Candidate_Name]/ Dear [Candidate_Name],

On behalf of [Company_Name], I am pleased to offer you a short-term position as [Job_Title], that will start from [beginning date] and end on [end date]. You will work [Days/Time], and you will report to the Head of our [Specify department name] department.

We offer you the following compensation and benefits:

• Monthly gross salary of [$X]
• [X days] of paid vacation leave per month
• [Mention additional benefits that may apply, e.g., free meals and transportation.]

To accept, please sign this short-term offer letter in the attachment below and email it back to us by [date].

If you have any questions, please feel free to contact me via email or by phone at [provide contact details].

We are all looking forward to having you on board!

Sincerely,

[Your name]
[Signature]

Internal promotion offer email 

This job offer email template is best used when you want to announce an internal promotion to an employee. This email template is brief and friendly – which will help you get the employee excited about his/her new offer. 

Why Does It Matter?

The internal promotion offer email is essential for recognizing and rewarding employees’ efforts and contributions within the company. It demonstrates the company’s commitment to employee growth and fosters a positive work culture.

When to Send It?

This job offer email should be sent after the decision to promote the employee has been finalized and the promotion’s effective date is determined. It should be timely to allow the employee to prepare for the new role.

What to Include?

• Employee’s name
• New job title and effective date
• Changes in responsibilities or reporting structure (if any)
• Updated compensation and benefits

The template: 

Subject line: Congrats on your new role!  

Hello [Employee’s name],

As we previously discussed, we are happy to officially promote you to [Job_Title] as of [Date]!

Attached, you’ll find your updated contract that contains your new employment terms along with your compensation package and benefits. Please take a look at it and [come by the office to sign it / send it back signed via email] until [Date]. Feel free to reach out to me if you have any questions.

We appreciate your hard work and commitment to the [Company_Name] team for the past [X months/years]. We’re all looking forward to seeing you achieve great things in your new role and reach new heights.

Congratulations!

Best regards,

[Your name]

[Signature]

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